Assistant Director of Data Management

Posted on 03/29/2024

Ball State University

Muncie, IN

As a member of the Advancement Services and Prospect Development team and reporting to the Senior Director of Advancement Services, the Assistant Director of Data Management takes a leading role in managing projects through the development, implementation and execution of process improvement initiatives that support the functions of Ball State University Foundation.
The Assistant Director is also responsible for data management activities such as imports from external data sources, training on best practices for data entry and developing or providing quality data extracts and reports that are used across Foundation teams that support strategic initiatives. Partners with the Advancement Services data integrity team to ensure all processes are aligned and consistent with data integrity practices.
  • Develop, execute and manage the implementation of projects involving processes for uploads/imports that generate efficiencies in the creation or updating of biographical data on alumni, donor and organization records in the alumni and donor database. Develop and implement procedures for performing gift processing imports or uploads of large data sets into donor database. Train staff and oversee student workers on correct procedures to maintain healthy data. Utilize critical analysis to arrive at decisions involving validating large data sets.
  • Manage the sources of data to and from affiliated internal platforms and donor database system through imports, reports and data extracts that support the activities of annual giving, alumni engagement and donor stewardship, e.g. emails, digital communication, alumni online community and the alumni directory.
  • Partner with University offices and campus partners on the accurate and timely sharing of data used for the recording of gifts and constituent information. Support the management and execution of the import process of data from Banner such as new graduates, parents, and employees.
  • Develop and train in data extracts or reports that are used by Foundation teams (Development, Annual Giving/Strategy, Alumni Engagement, Donor Relations, etc.) to further their strategic initiatives. Produce data extracts or reports as necessary to support these initiatives.
  • In collaboration with Director of Records Management and the data integrity team, develop proactive strategies to constantly improve the integrity of the data in the database. Create high-quality, reliable reports, audits and statistics to monitor data integrity, database changes, address accuracy.
  • Support the creation, revision and updating of department data policies, procedures and standards. Maintain procedure manual and edit written processes and procedures related data entry as needed.. Make recommendations regarding system efficiencies, staffing and policies pertaining to database and records administration.
  • Research, track trends and identify tools and resources that support data enrichment and the importing of gifts and records; make recommendations that are most appropriate for specific information needs and manage the implementation of such tools and resources.
  • In conjunction with Prospect Development team, produce trip or event lists, including needed prospect ratings and data. Develop, implement and/or perform global adds or updates to solicitor assignments, ratings, metrics.
  • Manage multiple projects at one time and meet deadlines.
  • Perform other related duties as assigned.


Bachelor’s degree from an accredited institution or Associate’s degree along with two or more additional years of related experience will be accepted in lieu of an associate’s degree.


At least one year of related experience.

Preferred Qualifications:

  • Two or more years of experience in project management, record-keeping and/or data integrity projects.
  • Experience in a higher education setting.
  • Experience with relational databases.
  • Knowledge of higher education and university advancement operations.
  • Knowledge of Blackbaud Raiser’s Edge, Raiser’s Edge NXT, Salesforce, Ellucian Advance or other advancement CRM platforms.

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